APRO Human Resource Actions Standard Operating …€¦ · Web viewAPRO Human Resource Actions Standard Operating Procedures Subject Human Resource Actions Standard Operating Procedures

3BNational Institute of Health

4BOffice of 5BAcquisition and Logistics Management

6BAPRO

7BHuman Resource Actions8BStandard Operating Procedures

9BEffective: November 9, 2009

10B

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784BTable of Contents739

B2TOALM Human Resource Actions2T..................................................................................................3743B2TStandard Operating Procedure2T...................................................................................................3

756B2TPurpose2T...................................................................................................................................3757B2TResponsible Parties2T................................................................................................................3758B2TDescription of this SOP2T..........................................................................................................3759B2TAdministrative Officer’s Responsibilities2T..............................................................................3760B2TOALM Program Office Responsibilities2T...............................................................................3761B2THR’s Responsibilities2T.............................................................................................................4762B2TChief Administrative Officer’s Responsibilities2T....................................................................4

744B2TOALM HR Action Document Checklist2T....................................................................................5763B2T_____ RECRUITMENT2T........................................................................................................5764B2T_____ CLASSIFICATIONS (to be determined)2T...................................................................5765B2T____ PROMOTION (CAREER-LADDER)2T.........................................................................5766B2T____ TEMPORARY PROMOTION - NON-COMPETITIVE NTE 120 DAYS 2T..................5767B2T____ TEMPORARY PROMOTION - COMPETITIVE -MORE THAN 120 DAYS 2T..........5768B2T____ AWARDS (Monetary/Time-Off)2T..................................................................................5769B2T____ STUDENT APPOINTMENTS2T.....................................................................................5770B2T____ DETAIL (For More Than 30 Days) - Internal to NIH2T................................................5771B2T____ RESIGNATIONS (leaving Government)2T.....................................................................5772B2T____ REASSIGNMENT2T........................................................................................................5

740B2TThe Recruiting Process2T..................................................................................................................6745B2TStandard Operating Procedure2T...................................................................................................6

773B2TPurpose2T...................................................................................................................................6774B2TThe owner of this procedure document:2T................................................................................6775B2TResponsible Parties2T................................................................................................................6776B2TDescription of the Recruiting Package2T...................................................................................6777B2TAdministrative Officer’s Responsibilities2T..............................................................................6778B2TOALM Customer Responsibilities (Selecting Official)2T.......................................................6779B2THR’s Responsibilities2T.............................................................................................................6780B2TChief Administrative Officer’s Responsibilities2T....................................................................7781B2TSystems for HR Recruiting Documents2T.................................................................................7782B2TTimeframes for the HR Recruiting Process2T...........................................................................7

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746B2TRecruiting - Roles and Responsibilities for Documentation2T......................................................8783B2TTHE RECRUITING PACKAGE 2T...........................................................................................8

741B2TAPRO Workload and Workforce Assessment2T.............................................................................10742B2TRoles and Responsibilities for Documentation2T............................................................................15

747B2TCLASSIFICATION2T.................................................................................................................16748B2TPROMOTION (Career Ladder)2T...............................................................................................17749B2TTEMPORARY PROMOTION - NON-COMPETITIVE NTE 120 DAYS 2T.............................18750B2TTEMPORARY PROMOTION - COMPETITIVE -MORE THAN 120 DAYS 2T.....................19751B2TAWARDS (Monetary/Time-Off)2T.............................................................................................20752B2TSTUDENT APPOINTMENTS2T................................................................................................21753B2TDETAIL (For More Than 30 Days - Internal to NIH)2T.............................................................22754B2TRESIGNATIONS (Leaving Government)2T...............................................................................23755B2TREASSIGNMENT2T...................................................................................................................24

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OALM Human Resource Actions

Standard Operating ProcedurePurpose

11BTo provide detailed guidance for initiating and completing any HR Action.

12BThe owner of this procedure document: Administrative Services Office, APRO, OALM

Responsible Parties

13BAdministrative Officers, OALM Management, HR Specialists, the Chief Administrative Officer

Description of this SOP

14BWhen there is a need for any HR action, the OALM manager notifies the Administrative Officer (AO). This Standard Operating Procedure is then followed by all responsible parties.

Administrative Officer’s Responsibilities

15BThe AO’s responsibility is to oversee HR action processes, to meet regularly with customers to stay abreast of current and future HR actions, to collect necessary information from the customer and HR as required, and use that information to complete HR action forms within the benchmark timeframes. AOs obtain appropriate signatures from customers to complete these actions and forward them to HR.

16BAOs also track all HR actions and keep customers informed of the status of each action with emails for the completion of major steps. They identify issues and resolve them while keeping their supervisor and customer informed of the status of the issue. They stay in contact with HR to understand changes to HR action documents and communicate changes to customers as necessary.

OALM Program Office Responsibilities

17BThe Program Office manager’s responsibility is to inform the AO of desired HR actions, to supply the AO with necessary information within the benchmark timeframes, and to review and sign off on documents in a timely manner. The manager’s signature on the completed documents and delivery of those documents to an APRO Point of Contact begin the tracking date for each HR action.

18BOn a more strategic scale, the Program Office leader should meet regularly with the AO and periodically with the AO and HR together to talk about longer-term trends in human resource needs, workforce planning, succession planning and other talent management topics.

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HR’s Responsibilities

19BThe HR Specialist communicates to the AO the necessary documents that are needed to process HR actions, provides information and completes the HR steps in the process in a timely fashion, communicating back to the AO any needs or issues that might interfere with successful, timely completion. HR gives advice and guidance on routine and non-routine HR activities.

Chief Administrative Officer’s Responsibilities

20BThe CAO has oversight of the Administrative Service portion of these processes. The CAO creates systems to ensure that these processes are tracked and completed in a timely manner, makes process changes as recommended by customers and AOs, and resolves any issues escalated by customers or AOs.

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OALM HR Action Document Checklist

21BHere is a list of the documents required for different HR Actions. Roles and responsibilities for completing them are detailed in the following pages.

_____ RECRUITMENT

22BRouting Slip 23BMost recent Pre-Recruitment Worksheet (signed and dated by Selecting Official) 24BCapital HR / Job Requisition 25BFTE Worksheet 26BClassified Position Description (w/i 5 years) with signed OF-8 27BEvaluation Statement 28BJob Analysis Matrix 29BCrediting Plan, KSAs and points for USAJobs/questions and weights for HHS Careers 30BPre-recruitment sheet (used in optional pre-recruitment meeting between AO, HR and

customer)

_____ CLASSIFICATIONS (to be determined)

____ PROMOTION (CAREER-LADDER)

31BRouting Slip 32BCapital HR 33BOF-8 and classified position description

____ TEMPORARY PROMOTION - NON-COMPETITIVE NTE 120 DAYS

34BRouting Slip 35BCapital HR 36BOF-8 and classified position description

____ TEMPORARY PROMOTION - COMPETITIVE -MORE THAN 120 DAYS

37BRouting Slip 38BPre-Recruitment Worksheet (signed and dated by Selecting Official) - AO 39BCapital HR / Job Requisition 40BFTE Worksheet – prepared by the A.O. on this end 41BClassified Position Description (w/I 5 years) with signed OF-8 42BEvaluation Statement 43BJob Analysis Matrix and KSAs 44BCrediting Plan, KSAs and points for USAJobs/questions and weights for HHS Careers

45Bcontinue

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OALM HR Action Document Checklist continued

____ AWARDS (Monetary/Time-Off)

46BRouting Slip 47BNIH Award Nomination Form, NIH-2833 48BJustification 49BAward History 50BAward Worksheet 51BAward exceeding $ 5,000 or a total number of awards exceeding $ 5,000 in a calendar

year requires approval by Deputy Director NIH

____ STUDENT APPOINTMENTS

52BRouting Slip 53BCurrent resume or application 54BEnrollment certification from school with good academic standing for full-time/part-time

students and requires school letterhead and raised seal 55BOfficial transcripts 56B2TSCEP agreement2T

57BCapital HR / Job requisition

____ DETAIL (For More Than 30 Days) - Internal to NIH

58BRouting Slip 59BHardcopy SF-52 with approved signatures 60BStatement of Duties (if unclassified) or Position description (if classified) 61BTermination of detail SF-52

____ RESIGNATIONS (leaving Government)

62BRouting Slip 63BEither a hardcopy SF-52 or letter or email w/ employees’ signature, email address,

reason for resignation and forwarding address 64BExit Clearance Form 65BCapital HR

____ REASSIGNMENT

66BRouting Slip 67BCapital HR 68BFTE Worksheet (as applicable) 69BPosition Description 70BOF-8

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The Recruiting Process

Standard Operating ProcedurePurpose

71BTo provide detailed guidance about the recruiting process, with emphasis on completing the documents necessary to initiate a Recruiting action.

72BThe owner of this procedure document: Administrative Services Office, APRO, OALM

Responsible Parties

73BAdministrative Officer, Selecting Official, HR Specialist, Chief Administrative Officer,

Description of the Recruiting Package

74BWhen there is a vacancy or a need for a recruiting action, the selecting official (SO) notifies the Administrative Officer (AO). This Standard Operating Procedure is then followed by all responsible parties.

75BIncluded in this SOP:

• 76BOALM Recruiting Document Checklist• 77BOALM HR Action Roles & Responsibilities Table• 78BThe Recruiting Process

Administrative Officer’s Responsibilities

79BThe Administrative Officer’s general duties are described on page two. For recruiting actions, the AO serves as liaison between the Selecting Official and HR to ensure that recruiting process happens in a timely way and the new hire begins work with the space and equipment necessary to work productively on the first day.

OALM Customer Responsibilities (Selecting Official)

80BThe customer’s general responsibility is described on page two. For workforce planning, the selecting official (SO) creates a long-term organizational manpower plan and keeps the AO and HR up-to-date on upcoming trends and changes in talent needed. The SO initiates a recruiting action with the AO, keeps Position Description workbooks up-to-date, sets up interview panels and acts on the panel’s recommendations, letting the AO know which candidate has been selected so the AO can work with HR to get the new employee on board.

HR’s Responsibilities

81BThe HR Specialist’s general responsibilities are described on page three. For the recruiting process, HR creates a library of up-to-date position descriptions the AO and SO can draw from.

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5T82BThe Recruiting Process5T - continued

83BThey hold long-term recruiting meetings so that they stay current on workforce planning trends and changes in talent groups needed. Once the HR Specialist receives a complete recruiting package, she processes it according to the steps on pages 8-11 of this document.

Chief Administrative Officer’s Responsibilities

84BThe CAO is responsible for creating a tracking system to ensure that all recruiting actions are tracked and completed in a timely manner. The CAO also resolves any recruiting issues escalated by customers or AOs.

Systems for HR Recruiting Documents

• 85BCapital HR System (the old EHRP)• 86BNEDS• 87BHHS Careers• 88BTracking system (TBD)• 89BSpace and equipment system (TBD)

Timeframes for the HR Recruiting Process

90BOur goal is to meet or improve the following timeframes. The tracking system will give us statistics to show how we’re doing on this goal.

91BItem or Action 92BTimeframe93BGS 13 and below 94BGS 14 and above

95BClassification of PD, if necessary 96B2 weeks 97B4 weeks98BRecruiting Package - complete 99B3 weeks100BBudget Approval 101B1 week102BHR: Job Analysis and Weighting, Post, Review, Rank, and Create CERT

103B4 - 7 weeks*

104BInterview Panels 105B25 calendar days **106BSelection Approvals 107B1 – 2 weeks 108B2-3 weeks109BPreparing for the New Hire 110B2 – 4 weeks111BTotal 112B17 – 21 weeks 113B19 – 26 weeks

114B* From receipt of complete recruiting package115B** Unless an extension has been requested and granted.

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Recruiting - Roles and Responsibilities for DocumentationTHE RECRUITING PACKAGE

5TThe documents in the recruiting package may be completed in any order, depending on the information the AO and hiring supervisor have.

116BDocument 117BResponsible Party

118BAction 119BBenchmark120BTimeframe*

121BNIH Pre-Recruitment Worksheet

122BAO in consultation with SO

123BConsult with selecting official to complete the worksheet

124BWhen package is complete, get Worksheet signed and dated by the Selecting Official

125BTT: 10 minutes126BET: 2 days

127BCapital HR / Job Requisition

128BAO 129BAO enters information to create this form in Capital HR; gets another AO to approve action


132BPosition / FTE Tracking Worksheet

133BAO

134BSO

135BConsult with selecting official to complete it, get it signed and dated by the Selecting Official or Director of division

136BProvides signed FTE Worksheet


139BPosition Description

140BAO

141BSO

142BAO

143BIf the AO has the position description on file and it has been classified in the last 5 years

144BIf new or needing updates or classification, if contractor time and money are available

145BAO may need to amend the contractor’s purchase order to add funds with a quotation and a statement of work.

146BTT: 20 mins

147BET: 2 weeks for GS-13

148BET: Up to 1 month

149BGS-14 and above TBD

150B* TT = Touch Time, the amount of time it takes when the information is at hand151BET = Elapsed Time, the amount of time it may take for coordination with all responsible parties.

152Bcontinued

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153BRoles and Responsibilities for Recruiting Documentation continued



159BEvaluation Statement

160BHR

161BSO

162BHR does classification and evaluation statement.

163BReviews and signs OF-8

164BSLA: 2 weeks for GS 13 and below; 2-4 weeks (including approvals)

165BTT: 30 mins ET: 1 day

166BOF-8 167BAO168BHR

169BIf nothing has changed, AO can pull the existing OF-8170BProvides AO with classified PD with OF-8 (including approvals)

171BTT: 30 mins

172BJob Analysis Matrix

173BSO ( with support from AO and HR)174BContractor

175BCreates the Job Analysis Matrix and sends it to AO for inclusion in the recruiting package. (See Appendix for form and example.)

176BMay be involved

177BTT: 30 mins178BET: 2 days

179BET: 14 days180BDepending on Job Series and Grade:181BHHS Careers Weighted Questions

182BGo into HHS Career System, select the questions, put them on Job Analysis Matrix, weight the questions, save them and forward to AO for inclusion in Recruiting package

183BET: 2 days

184BOr….185BKSAs and Crediting Plan / USA Jobs

186BIf the AO has them, she can print them out

187BSO selects KSAs, puts them on Job Analysis Matrix, determines percentage of time and criticality of each KSA


190BRouting Slip 191BAO 192BThe AO puts all the documentation in a file and routes it for signatures. The AO needs to be very aware of the correct names for the routing slip; adds them and routes the package.

193BTT: 5 minutes194BET: 1 week

195BUpdates 196BAO 197BAO provides updates to customers on the status of recruiting198B* TT = Touch Time, the amount of time it takes when the information is at hand199BET = Elapsed Time, the amount of time it may take for coordination with all responsible parties.

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APRO Workload and Workforce Assessment

200BHR Recruitment Process

201BApril 2009

202B2TU Initiating Action and Preparing the Package U2T..............................11

203B2TU Candidate Hiring Process U2T............................................................12

204B2TU Preparing for the New Hire U2T.........................................................14

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OALM / HR Recruiting Process

0BInitiating Action and Preparing the Recruiting Package 205BAO 206BSO 207BHR 208BCAO 209BOther210B1

211BA manager requests an HR recruiting action and supplies the AO with all the necessary information.

212B

213B2214BAO contacts HR to review potential to share certificate already issued. 215B

216B3217BHR checks status of current open certificates issued by other ICs. HR and AO determine if the qualified candidates match the position description and the certificate can be extended. HR and AO determine what paperwork is needed when using a shared certificate.

218B 219B

220B4221BAO begins to assemble documents and information to complete the HR Recruiting Package according to the OALM Recruiting Standard Operating Procedure (SOP) or agreement in # 3 with HR.

222B

223B5224BAO faxes FTE Worksheet to OALM Financial Coordinator with ceiling number and number of recruitment actions. 225B

226B6227BOALM Financial Coordinator’s Office signs and returns the FTE worksheet 228B

229B7230BAO then sends FTE Worksheet to OD Budget Office 231B

232B8233BOD Budget Office signs and faxes back the FTE Worksheet 234B

235B90TIf the PD needs to be classified (e.g. , expired, amended or GS-14 & 15), AO sends the PD to HR 236B

0THR classifies the PD (GS 13 and below) or (GS-14 and above) sends the PD to the classifying branch and returns the classification to AO. If the position is new, SO sends justification to AO and Director of OM (details to be determined).

237B

238B10239BAO completes the recruiting package and sends it to SO 240B

241B11242BSO signs off and returns the package to AO 243B

244B120TIf position is a GS-14, 15 or Supervisory, AO sends package to CAO with routing slip. 245B

5TAO reviews and sends to Director of APRO 246B

Legend: AO SO HR Signing Authorities

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5TDirector of APRO reviews and sends to Director of OALM 247B5TDirector of OALM signs and returns to CAO, who returns it to AO 248B

249B13250BIf GS-13 or below or non-supervisory position, AO sends package to AD or OLAO or AD of OAMP for approval 251B

5TAD signs and returns to AO 252B253B14

254BAO copies approved package and sends it to HR 255B

1BCandidate Hiring Process 256BAO 257BSO 258BHR 259BCAO 260BOther

261

B15262B(Especially for non-routine re- recruitment Meeting as outlined on (possible use of a Subject Matter highly technical job)

263Bcruitment) AO or HR schedules a Strategic Pre- the Pre-recruitment sheet to review the issues Expert or Quality Review Board to interview for

264B 265B 266B

267

B16 268BHR reviews package; emails AO & CC: SO if anything is missing 269B270

B17 271BHR reviews electronically submitted draft of Job Analysis and Crediting Plan and makes recommendations. HR partners with SO to finalize; both sign and approve. 272B

273

B18 274BHR drafts vacancy announcement and sends to SO with a cc: to the AO 275B276

B19 277BSO changes or approves announcement and sends to HR with cc: to AO 278B279

B20 280BHR finalizes vacancy announcement electronically 281B282

B21 283BHR announces the position, posts it with USAJOBS and sends link to SO 284B285

B22 286BAO notifies the organization about job

287BSO notifies the organization about job288B 289B

290

B23 291BHR closes the posting 292B293

B24 294BHR reviews, rates & ranks candidates and forwards merit promotion certificate and candidates’ resumes to SO, CC: to AO, or sends Cert electronically with applications 295B


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296

B25297BAO copies the Cert and applications; prints out vacancy announcement for inclusion in package

298B


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299

B26 300BThe SO puts an interviewing panel together 301B302

B27 303BThe panel interviews all the candidates. 304B305

B28 0TIf they don’t find a good fit, HR reviews reason for non-selection and partners to redevelop re-advertisement. They re-advertise to get a new pool of candidates 306B

307

B29 308BThe panel recommends the top candidates to SO 309B310

B30 311BSO may do a final interview 312B313

B31 314BSO checks references, selects the top candidate electronically and tells the AO 315B316

B32 317BSO gives the AO a complete set of hiring documents: the original Cert, questions and notes, applications, matrix with assigned points. 0TIf the position is GS-14, 15 or Supervisory, the SO prepares a memo justifying the selection and sends it to the AO for approval package. Prior to finalizing justification memo, AO informs HR of potential candidate. HR makes inquiry regarding salary to determine if a request for ATM or recruitment bonus may be necessary.

318B

319B

320

B33 321BAO completes the hiring package and sends it to the Director of APRO 322B323

B34324BThe Director of APRO signs off on the selection and returns it to the AO. 0TIf the position is

a GS-13, 14, 15 or Supervisory, the Director of APRO sends it to the Director of OALM and DDM

325B

5TThe Director of OALM and DDM approve, send package to HR for processing 326B327

B35 328BThe AO makes a file copy, includes the approved selection memo from the Deputy Director for Mgmt. if necessary, and sends the hiring package to HR 329B

330

B36 331BHR makes the official job offer and, if the candidate accepts, gets a start date and informs SO and AO

332B

333

B36 0TIf the candidate declines and the cert has not expired, the process goes back to step 29. If the cert has expired, the process goes back to step 20 to re-advertise VA announcement.

334B

2BPreparing for the New Hire 335BAO 336BSO 337BHR 338BCAO339

BOther340

B37 341BThe AO works with manager/SO or support staff to identify space and make sure there is 342B


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equipment, using a tracking system for space and equipment.343

B38 344BAO signs receipts for work done 345B346

B39 0TIf there are equipment expenses, the AO prepares requisitions and sends them to CAO or Director of APRO

347B

5TCAO or Director of APRO approve new hire equipment expenses 348B

5TAO tracks information and expenses 349B350

B40 0TIf the new hire is new to NIH, AO enters information into NEDS to get network account, file employment status and all types of access (parking, building, etc.)

351B

352

B41 0TIf the employee is not new, AO documents transfer status in NEDS 353B354

B42 355BProgram areas initiate OALM New Employee Orientation Program Requirement 356B357

B43 358BNew employee goes to NIH Orientation, give by HR; transfer begins work 359B

360B 361B 362B 363B 364B


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OALM / HR Actions (other than recruiting)

Roles and Responsibilities for Documentation

365BThe following HR actions are more abbreviated than the Recruiting Process. On the following pages, you will see the responsibilities for documentation with some process comments.

366B2TU CLASSIFICATION U2T (to be completed in the next version of this SOP)..................16

367B2TU PROMOTION U2T (CAREER-LADDER).....................................................................17

368B2TU TEMPORARY PROMOTION U2T - NON-COMPETITIVE NTE 120 DAYS............18

369B2TU TEMPORARY PROMOTION U2T - COMPETITIVE -MORE THAN 120 DAYS.....19

370B2TU AWARDS U2T (Monetary/Time-Off)............................................................................20

371B2TU STUDENT APPOINTMENTS U2T................................................................................21

372B2TU DETAIL U2T(For More Than 30 Days) - Internal to NIH.............................................22

373B2TU RESIGNATIONS U2T(leaving Government)................................................................23

374B2TU REASSIGNMENT U2T..................................................................................................24

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CLASSIFICATION3TTo be completed in the next version of this SOP



380BComments

381BRouting Slip 382BAO 383BAO needs to be very aware of the correct names for the routing slip; adds them and routes the package.

384BCan take time if names are incorrect

385BTT:

386BET:387BTT:388BET:389BTT :390BET :

391BContinuous Updates

392BAO 393BAO provides continuous updates to customers on the status of recruiting actions

5T* TT = Touch Time, the amount of time it takes when the information is at hand5TET = Elapsed Time, the amount of time it may take for coordination with all responsible parties.

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PROMOTION (Career Ladder)394BDocument 395BResponsible

Party396BAction 397BBenchmark

398BTimeframe*

399BJob title, series, and grade (being promoted to)

400BProgram Office

Manager

401BThe promoting manager supplies this information to the AO. 402BTT: 10 mins403BET: 2 days


407BIf the promotion is into or within GS-14 or 15, the AO routes the package to the OALM Director, Assistant to DDM, the DDM and the OD Executive Officer for approval.

408BTT: 5 minutes

409BET: 1 week for signatures

410BCapital HR 411BAO 412BThe AO enters information in Capital HR. 413BTT: 15 mins414BET: 2 days

415BOF-8 and position description

416BAO 417BThe AO has this document on file or gets it from HR. 418BTT : 5 mins419BET: 2 weeks

420BContinuous Updates 421BAO 422BAO provides continuous updates to customers on the status of promotion actions

423B--

424BTotal 425B2 weeks or one pay period

5T* TT = Touch Time, the amount of time it takes when the information is at hand5TET = Elapsed Time, the amount of time it may take for coordination with all responsible parties. 5T

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TEMPORARY PROMOTION - NON-COMPETITIVE NTE 120 DAYS 426BTemporary Promotion: The official assignment of an employee to a higher-graded position for a specified period of time, with the employee returning to his/her permanent position upon the expiration of the temporary action or the temporary action becoming permanent. The temporarily promoted employee receives the higher graded salary for the period assigned and gains experience and time-in-grade at the higher grade level. For the purposes of this SOP, a temporary promotion is the same as a time-limited promotion.

427BDuration of Temporary Promotions: An employee may be noncompetitively temporarily promoted for a period of U120 calendar days or lessU, which means the selected employee does not have to compete with other employees for the temporary assignment. Noncompetitive promotions Ucannot Ube extended beyond 120 calendar days. An employee may only serve on a noncompetitive temporary promotion for a UtotalU of 120 calendar days during a 12 month period. If the employee has spent any time on a noncompetitive temporary promotion and/or detail during the preceding 12 months, that time counts toward the 120-day total.

428BDocument 429BResponsible 430BAction 431BTimeframe432BJob title, series, and grade of new position

433BProgram Office

Manager

434BThe promoting manager supplies this information to the AO. 435BTT: 10 mins436BET: 2 days

437BRouting Slip 438BAO 439BAO needs to be very aware of the correct names for the routing slip; adds them and routes the promotion package. If the promotion is into or within GS-14 or 15, the AO routes the package to the Assistant to DDM, the DDM and the Executive Officer for approval.

440BTT: 5 minutes441BET: 1 week for

signatures

442BCapital HR 443BAO 444BThe AO enters information in Capital HR. 445BTT: 15 mins446BET: 2 days

447BResume 448BSO or AO 449BSO notifies AO to consult with employee for the resume 450BET: 1-2 days


452BAO 453BThe AO has this document on file or gets it from HR. 454BTT : 5 mins455BET: 2 weeks

456BMOU for Temporary Promotion

457BAO 458BAO presents the Memorandum Of Understanding to the promoted employee for signature and includes it in the file.

459BTT: 20 mins

460BTotal 461B2 weeks or one

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pay period

TEMPORARY PROMOTION - COMPETITIVE -MORE THAN 120 DAYS

462BTemporary promotions Ubeyond 120 calendar daysU must be advertised. Temporary promotions made under competitive procedures may be extended and/or made permanent without further competition. Extensions may be made in one year increments up to five (5) years. Extensions beyond five (5) years must be approved by OPM.

5T463BThe documents needed for a competitive temporary promotion lasting more than 120 days are the same as those needed for a recruiting package.5T 3T Please refer to the Recruiting SOP and process on pages 6-14 of this document.

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AWARDS (Monetary/Time-Off)



469BNIH Award Nomination Form, NIH-2833

470BProgram Office Manger

471BThe manager making the award completes this form and gives it to the AO with signatures.


474BJustification 475BProgram Office

476BThe manager writes the rationale for the award and gives it to the AO. 477BTT: 30 mins478BET: 2 days


482BIf the award exceeds $ 5,000 or the total number of awards to a given person exceeds $ 5,000 in a calendar year, the package requires the approval of the Deputy Director NIH.

483BTT: 5 minutes

484BET: 1 week

485BAward History 486BAO 487BThe AO prints out the award history for the designated person. 488BTT : 10 mins489BET : 2 days

490BAward Worksheet 491BAO 492BThe AO prepares this worksheet 493BTT: 15 mins494BET: 2 days

495BContinuous Updates 496BAO 497BAO provides continuous updates to customers on the status of recruiting actions

498B--

499BTotal time from receipt of completed package 500B2 weeks or one pay period


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STUDENT APPOINTMENTS 501B2TU SCEP agreement U2T between student, school and NIH with appropriate signatures 502BCapital HR / Job requisition

503BThis process is not the same as the intern process, which will be detailed in the next version of this SOP.



509BCurrent resume or applications

510BThe Student supplies these documents

511BMust have social security number 512B--

513BEnrollment certification

514BThe certification must be on school letterhead with a raised seal.

515BOfficial transcripts

516BSCEP agreement 517BProgram Office Manager

518BThe Program Office manager creates this agreement between the student, the school and NIH. The student and the customer get appropriate signatures.

519BTT: 30 min520BET: 2-3 weeks for school


524BTT: 5 minutes

525BET: 1 week

526BCapital HR / Job Requisition

527BAO 528BThe AO creates this form in Capital HR. 529BTT: 15 minutes



533B--

534BTotal Time 535B2 months5T* TT = Touch Time, the amount of time it takes when the information is at hand5TET = Elapsed Time, the amount of time it may take for coordination with all responsible parties.

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DETAIL (For More Than 30 Days - Internal to NIH) 536BDetail: A temporary assignment of an employee, with no change in pay, to a different position or set of duties for a specified period of time to meet a temporary staffing need. An employee may be detailed to a classified position or to unclassified duties. For details to classified positions, the employee must meet the minimum educational requirements for the position, but is not required to meet basic qualifications or time-in-grade requirements. Details of more than 30 days must be documented on an SF-52, Request for Personnel Action.



542BUnclassified Duties

543BManager or Selecting Official

544BThe Manager initiates this process by contacting the AO and creating this statement.



550BTT: 5 minutes

551BET: 1 week

552BPosition Description

553BAO 554BThe AO gets this document from files. 555BTT : 30 mins556BET : 1 day

557BHardcopy SF-52 558BAO 559BThe AO completes this form and gets signatures. 560BTT: 20 mins561BET: 2 days



565BTotal 566B2 weeks or one pay period

567BTermination of Detail SF-52

568BAO 569BWhen the detail is ending, the AO completes the required boxes and gets the manager’s signature.

570BTT: 20 minutes

571BET: 1 day

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RESIGNATIONS (Leaving Government)




580BTT: 5 minutes

581BET: 1 week

582BHardcopy SF-52 or a letter

583BManager and AO

584BThe manager informs the AO of resignation and supplies the AO with the information needed via letter, email or SF-52. Necessary information:

5TEmployee email address5TReason for resignation5TForwarding address5TEmployee signature

585BTT: 20 mins

586BET: 2 days

587BCapital HR 588BAO 589BThe AO enters this information into Capital HR to initiate the action. 590BTT: 10 mins591BET: 1 day

592BSeparation Clearance Form

593BNIH 2737-2

594BAO595B2TU http://forms.cit.nih.gov/adobe/personnel/NH2737_2.PDF U2T

596BAO sends the form to the departing person, who takes it around to managers to get signatures when he/she has turned in equipment, badges, passes, etc. The AO is the last person on the list and collects keys and parking cards.

597BTT: 1 hour

598BET: 1 week



602BTotal Time 603B2 weeks or by the close of the next pay period


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http://forms.cit.nih.gov/adobe/personnel/NH2737_2.PDF


REASSIGNMENT




612BTT: 5 minutes

613BET: 1 week

614BCapital HR 615BAO 616BThe AO enters reassignment information into Capital HR to initiate the action.

617BTT: 10 mins618BET: 1 day

619BPosition / FTE Tracking Worksheet

620BAO

621BSO

622B(If needed) Consult with selecting official to complete it, get it signed and dated by the Selecting Official or Director of division

623BProvides signed FTE Worksheet



627BAO 628BThe AO has this document on file or gets it from HR.

629BIf the position description needs classification, this can take up to one month.

630BTT : 5 mins631BET: 2 – 4 weeks



635BTotal Time 636B4 – 6 weeks


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Appendix A: Job Analysis Matrix637B(See next page for completed form)

638BMajor Job Functions, Duties and Work Behaviors

639BTime Spent and Criticality

640BRelated Competencies and KSAs641BHHS

Careers Question Numbers

642BSelective Factor

643B(Y/N)644BWeights/Grade(s)

645BIC 646BAnnouncement No. 647BPosition Title/Series/Grade(s) 648BHR Specialist Signature 649BDate 650BSubject Matter Expert/Selecting Official Signature

651BDate

652B5/24/05 SPB/CSD/OHR

26

Appendix A: Job Analysis Matrix653BJob Analysis

654BManagement Analyst/ GS-343-13

655BMajor Job Functions, Duties and Work Behaviors

656BTime Spent and Criticality

657BRelated Competencies and KSAs658BHHS Careers

Question Numbers

659BSelective Factor

660B(Y/N)

661BWeights / Grade(s)

662BServes as the branch database administrator with responsibility for developing and maintaining databases of delegated authority information; monitors and conducts various analyses regarding delegated authority review, helpline workload and delegated community’s composition.

663B30%664BH

665BKnowledge of database concepts and principles.

666BAbility to analyze and evaluate methods, procedures and techniques of complex projects and programs

667B100686-YN668B100880-LA669B103276-AA670B100877-LA

671B37102-TF

672BN 673B9674BN/A

675B7676BN/A

677B7

678B13

679BServes as NIH advisor on simplified acquisition policies and procedures to senior OALM and IC purchasing staff, program officials and to management of various outside organizations; provides technical expertise in determining regulatory compliance of simplified acquisition operations at NIH; provides delegated program information.

680B20%681BM

682BKnowledge of federal acquisition regulations, Comptroller General decisions and related materials.

683BAbility to communicate orally.

684B100982-LA685B33861-YN

686B101441-MAMC687B34607-MAMC

688B101244-AA

689BN 690BN/A691B5

692B15693B12

694B5

695B13

696BMonitors and assesses progress of program objective completion through sessions, project and system development.

697B20%698BM

699BAbility to establish and maintain databases for project/program assessment.

700B38821-TF701B103019-MAMC

702B37952-MC

703BN 704B5705B7706B3

707B13

708BInitiates and conducts special studies relating to a variety of management functions, programs and services to evaluate efficiency, effectiveness and economy of operations and new system procedures.

709B15%710BL

711BAbility to analyze and evaluate methods, procedures and techniques of complex projects and programs.

712B100875-MAMC713B100886-MAMC

714BN 715B19716B12

717B13

718BReviews, analyzes, coordinates and prepares comments on NIH acquisition policies and procedures; analyzes and tracks proposed and final changes to federal regulations.

719B15%720BL

721BKnowledge of NIH mission, functions, policies, goals and objectives as it relates to OAMP and biomedical community.722BAbility to communicate in writing.

723B100822-MAMC724B36861-MAMC

725B100825-MAMC

726BN 727B27728B5729B9

730B13

731BIC 732BAnnouncement No. 733BPosition Title/Series/Grade(s) 734BHR Specialist Signature 735BDate 736BSubject Matter Expert/Selecting Official Signature

737BDate

738B5/24/05 SPB/CSD/OHR

27